The Age-Friendly City (TAFCITY) Meeting 1San Sebastian19-20 December 2011WELCOME

TAFCITY

Paloma EnriquezMarijo Irastorza

WelcomeThe Project Team

Introductions (all partners)How we can best work together

Meeting objectives Understand project objectivesUnderstand work packages and each partner responsibilitiesAgreement on Needs Analysis, questionnairesTimescales work packages, responsibilities of partnersReporting requirements; timesheets and financial Valorisation and dissemination plans for each countryCommunication and collaboration with all partners; identify any potential problemsProject evaluation

Project Objectives (I)Project objectivesTarget groupsTransfer of InnovationTACTALL (ES)VICaDIS (RO)Key milestones, work packages and end products

Project Objectives (II)Project Aim The project aims to develop a training programme for delivery through social networks to promote The Age Friendly City and thus improve the competences and knowhow of current and future workers involved in the tourism and other service sectors and local government services for ensuring elderly people remain integrated in society

Target groupsTarget groups -Current and future workers involved in the tourism and other service sectors -Local government services for ensuring elderly people remain integrated in society -Teachers and students involved in the tourism and other service sectors

TACTALLTACTALL www.tactall.org (Marijo)ObjectiveTo create new learning packages for on-line delivery, promoting The Accessible City concept and improving the skills, knowledge and awareness of companies and employees associated with the tourism sector. (transfer of ERTD European Rural Tourism Development www.ertd.info

TACTALLTACTALL Target Groups-People who work within the Tourism and Hospitality sector (or any other service sector)-Teachers and new learners in the Tourism and Hospitality sector (or any other service sector)-Staff in political and social institutions and organisations who make decisions and policy regarding tourism.

Meeting Objectives (I)Meeting objectives (1)WP1 Understand the overall objectives of the project, work packages, timescales & partner responsibilities 10/2011- 09/2013WP1 Understand budgeting and finance requirements 10/2011- 09/2013WP2 Agree external evaluation & the quality management plan 10/2011- 09/2013

VICADISViCaDIS presentation (Diana + Tibor)

Meeting Objectives (II)Meeting objectives (2)WP3 Agree needs analysis methodology, Target groups (Teachers, students, policy makers, SMEs) 10/2011- 05/2012-Findings from TACTALL and VICaDIS -Vancouver Protocol WHOWP4 Product Development 02/2011- 12/2012

Meeting Objectives (III)

Meeting objectives (3)WP5 Pilot course product 02/2013- 06/2013WP6 Dissemination 11/2011- 09/2013WP7 Sustainability/exploitation and impact 06/2012- 09/2013

Work Package 110/2011-09/2013

roles and responsibilities of partnerscommunication between partnersthe TAFCITY websitelinks with other websites including partner websitescommunication between meetings and monthly status reports, timesheets

WP2 10/2011-09/2013WP2 - External evaluation and quality (Pete)evaluating product and process during the projectensuring cultural suitability of the productensuring quality of the products/resultsbrief overview of external evaluation and requirements from partners

WP3 Needs Analysis (leaflet)Target groups (Teachers, students, policy makers, SMEs)Findings from TACTALL and VICaDISVancouver Protocol WHO/OMS

WP 3 10/2011 - 05/2012

WP3Training needs analysis (Pete and Marijo)Agree design questionnaire to identify training needs, December 2011Translate questionnaire January 2012Partners to work with support partners Feb. 2012Country reports (partner language) and synthesis report in English March 2012Synthesis report in English, end April 2012Translate synthesis report in partner language and communicate (dissemination), end May 2012

Age Friendly Cities an introduction to The Age Friendly City and GuideAitziber Zubillaga and Marijo MorenoGuide (WHO/OMS)Checklist (WHO/OMS)

General situation each country (Background, simple desk)Any Age-Friendly actions?Plan regarding Needs Analysis completionQuestionnaire: Understand and agree (Aitziber, Marijo M., Marijo I.)

WP 4 02/2011 - 12/2012WP4 Adaptation of Vicadis and Tactall models and tools. Product development phaseTo create the e-learning platform and link with project web site, end July 2012Adapt training materials from Tactall, July 2012Define the ViCadis tools required for TAFCity Sept. 2012Produce first draft of training product, mid Oct 2012Final form of TAFCity training product, mid Nov. 2012All partners to translate training package, end Dec.2012To upload training package to learning platform in all partner languages, end Jan. 2013To produce hard copy of training package,end Jan. 2013

Project approach to dissemination and exploitation (group work) Intellectual Property RightsValorisation plans and records by country Database of contacts in target groups by countryEurope wide dissemination the role of EfVETProject brochureNewslettersDissemination strategyWP6 Dissemination (Pete)

European Forum of Technical and Vocational Education and Training(EfVET) (Pete)Peter Hodgson President Promotes quality & innovation, sharing of good practice, platform of influence www.efvet.org (visit)

GROUP WORK (dissemination)How do we raise awareness of the project throughout our own countries and Europe?

How do we make it sustainable?

Age Friendly Cities A municipality perspective Kepa Korta, director Estrategia 2020 (Donostia-San Sebastin)

Summary of outcomes and agreements from Day 1 Work package 1 Project Management Work package 2 Quality Management and internal and external evaluation Work package 6 Dissemination

Meeting Objectives (II)Meeting objectives (2)WP3 Agree needs analysis methodology, Target groups (Teachers, students, policy makers, SMEs) 10/2011- 05/2012-Findings from TACTALL and VICaDIS -Vancouver Protocol WHOWP4 Product Development 02/2011- 12/2012

General situation each country (Background, simple desk)Any Age-Friendly actions?Plan regarding Needs Analysis completionQuestionnaire: Understand and agree (Aitziber, Marijo M., Marijo I.)

Age Friendly Cities A municipality perspective Kepa Korta, director Estrategia 2020 (Donostia-San Sebastin)

OverviewWP4 Product DevelopmentWP5 Pilot course/productWP7 Sustainability / exploitation and impact

Project approach to dissemination and exploitation (group work) Intellectual Property RightsValorisation plans and records by country Database of contacts in target groups by countryEurope wide dissemination the role of EfVETProject brochureNewslettersDissemination strategyWP6 Dissemination (Pete)

Budgets, finance and reporting

Income

Leonardo grant 69,90%Contribution by partners 30,10%Any national support to be declared

Budgets, finance and reportingWP1 Financial Overview

Agreement/partner agreements1st payment 40%National agency monitoring visit & feedback in 1st yearInterim report by Oct. 2012Feedback from interim report2nd payment of 40% (must spend 70% of 1st payment)Final report by Oct. 2013Final payment of 20% on approval of Final Report

Staff costs (I)Staff costsStatutory staff, having either a permanent or a temporary employment contract with the partnerStaff members of project partners are not allowed to operate any sub-contracts on the project

Staff costs (II)May not exceed the maximum for country May be auditedReal daily staff cost rates based on average rates corresponding to the applicant's usual policy on remuneration, comprising actual salaries plus social security charges and other statutory costs included in the remunerationnon statutory costs like bonuses, lease car, expense account schemes, incentive payments or profit-sharing schemes are excluded.

Staff costs (III)Example for organisations in ES - salary cost is basic salary plus National Insurance contributions made by the employer plus any pension contribution made by the employer. This should then be divided by the number of working days in a year (Monday to Friday) to give a daily rate. For each individual the total staff costs for the project are calculated by multiplying their daily rate by the number of days spent on the projectIf the actual salary of an employee increases then this should be reflected in the costs charged to the project from the date the change was madeWe dont need to see evidence, you need to keep in case of audit by NA or CommissionWe do need Timesheets and Daily Rates for each member of staff, staff type (1,2,3,4) plus start and end dates working on the project

Staff costs (IV)If the project is audited you will need to show for your own staff:A list of all personnel employed on the project giving the exact dates of their work plus their positionEmployment contracts for both permanent and temporary staffOfficial document or internal accounting record displaying National Insurance Numbers (or equivalent) of staffPayroll/salary slips for the project durationCalculation of related charges (e.g. pensions)Bank statements showing payments made to personnelEvidence of calculation of daily ratesTimesheetsPartners to be aware

Staff costs (V)Timesheets should clearly show:

Individual staff members namePartner organisation nameThe time worked as hours/day (as this is what the Interim/Final Reports request)The daily rateWork Package number, and (briefly) the nature of the work undertaken, andSigned by the individual and the legal representative.

Staff costs (VI)Two ways of paying subsistence:If your organisations normal mode of operation is to claim the subsistence daily rate, you must still produce the boarding cards and hotel billOtherwise, receipts to be kept as evidence of all costs, plus boarding cardsTravel by car can be claimed up to 0.22 per km, or the price for a rail, bus or plane ticket whichever is the cheapest

Travel

Staff costs (VII)Travel tickets and boarding passes for journeys charged to the project (originals for the promoter, copies for partners)

When calculating the number of days for which to apply the Daily Subsistence Rate it should be noted that a FULL day normally includes an overnight stay. In duly substantiated cases, where there is no overnight stay, a pro rata reduction of a full days allowance may be allowed, resulting in a maximum cost claimed of up to 50% for that day.

Receipts and invoices to evidence all expenditure on the project for all partners to be submitted with the Final Report, with the exception of indirect costs for which no supporting evidence is required to be submitted.

Indirect costs should however be actual costs, and be able to be substantiated in the event of an audit.

Next meetingsnext meetings: Budapest 14-15 May 2012Fatima - 24-25 September 2012-Maribor -09-10 May 2013 - Brussels -09-10 September 2013progress required before this meetingkey topics for discussiondates for the diary

Next stepssummary of outcomes and actions required expected results and any likely problem areas where help required

EvaluationEvaluation